This report is generated when certain people or resources are recruited to inquire, work, and generate a report on a certain incident that has happened in the past shorter span of time.
Following are the factors we should consider while writing an incident report;
There must be a set pattern that is different and it varies in each organization when to quote a report or any query on any incident happening in the surrounding or has just happened. Get that pattern form or you should be aware of the set format on how to start and to who and what to write about the incident.
Start the report as soon as the incident occurs. Because the later it gets it loses its effectiveness and impact on the audience and on both parties. It is really important to write and quote an incident as soon as it occurs with all the facts and figures on it. Also mention the time, date, and location of the incident to prove its originality.
All the basic facts should be provided in the report about the incident. And each and every detail would be mentioned alongside the witnesses, the impact of the incident, and the victims of the incidents as well. It needs to be written with facts otherwise report could be taken as wage information and it would not be containing such weightage in it.
Also mention the general nature of the incident while writing a report, the nature of the report could be figured out by levels of its criticality with level 3 being the incident occurring, level 2 being the important incident that occurred, and for which certain steps should be considered to take. Level 1 being the most critical incident occurring in the organization and immediate steps should be taken upon it otherwise serious problems could occur.
Describing What happened is the most critical and sensitive part of the whole report considering the level of the incident which has been mentioned above. Here reporter has to cover What, when, who, where. And it needs a lot of work and dedication and to know the real facts of the matter is the most important part.
Be thorough about all the happenings who told you what and who had what proof on the basis of the specific statement he has quoted. Be vigilant, vocal, and thorough about it so that a
Be Accurate about all the statements what so ever are written by the reporter in the report. Do not make assumptions or any hypothetical scenarios on the basis of random talks that you hear in the surrounding. Be clear about what you have to mention and quote references, exact wordings where required. Or even if you have to mention witnesses’ quotations mention it along with their names and the time they were there and after verifying they are being truthful.
Be Honest about the facts and figures without being biased. No matter one party has any terms or relations with the reporter you need to be clear and honest about both facts. Only then we can come to a conclusion about the incident.